Executive Assistant and Board Liaison
Job Description
We are seeking an experienced Executive Assistant to provide high-level support to the CEO as well as full administrative support for two Boards and all standing committees. Reporting to the Director of Finance & Administration, the incumbent will also provide administrative support across the organization through various special projects and HR activities.
Executive Assistant - Key Responsibilities (not limited to)
- Support the CEO in complex calendar management, meeting coordination, and detailed monthly expenses.
- Serves as a liaison between the CEO and internal and external stakeholders to the organization, requiring utmost professionalism and confidentiality.
- Proactively monitor CEO’s inbox including bring-forward system and archiving.
- Domestic and international travel coordination, conference registrations, speaking engagements, itineraries and agendas.
- Support the Director of Finance & Administration in HR related activities (recruiting, onboarding, employee benefits, vacation tracking).
- Staff retreat planning, social events, staff recognition and team building.
- SharePoint Administrator (develop and maintain organized internal filing system).
- Special Projects (new technology advancements and projects as the organization continues to grow).
- Attend several Board meetings and events per year in Canada.
Governance & Board Coordination
- Schedule and attend quarterly meetings (mostly virtual) for both boards and all standing committees (including agenda preparation, document preparation, detailed minutes, updating resolution trackers and corporate minute book)
- Responsible for maintaining annual governance cycle, updating trackers, calendar reminders and highly organized filing system for legal compliance, including By-laws, Policies, and other legal documentation.
- Attend two (2) in-person Board meetings per year in Canada (typically May and September)
- Coordinate Annual General Meeting for members, update documents, presentation, coordinate Run of Show with presenters, and host ZOOM webinar.
- Coordinate annual nomination and onboarding process for New Directors
- SharePoint Administrator for all Governance sites, maintain meticulous filing system and monitor restricted access protocols.
About You
- Minimum 5 years experience supporting Executive Leadership in the not-for-profit sector and/or charitable organizations.
- Governance experience working with Boards and Committees
- Relevant post-secondary education, or equivalent experience.
- Strong software skills with the ability to work on reports, presentations (Outlook, MS Teams, Microsoft, SharePoint, AI).
- Professional communicator and ability to take initiative, develop new processes, and produce high-quality deliverables.
- Thrives in a fast-paced environment as part of a leadership team that can work under pressure, with meticulous attention to detail.
About the Job
This role is a full time, permanent position offering a salary of $70,000-$75,000 with a comprehensive benefits package, 3 weeks vacation and paid office closure between December 24 – January 1. This is largely a virtual role, offering remote work with travel in Canada several times a year.
How to Apply
Please submit your CV along with a cover letter by email to [email protected].
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
Pay: $70,000.00-$75,000.00 per year
Benefits:
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care
- Work from home
Experience:
- Executive Administration: 5 years (required)
Work Location: Remote
